M-Files
UK SOFTWARE PROFILE
M-Files
Metadata-led document management with workflow controls and optional Aino AI capabilities.
One product. Different jobs.
Each score uses that category's criteria. Compare products within a category, rather than comparing scores across unrelated tasks.
Pricing & practicalities
Model your total cost ↗Published starting point
€65.00
Essentials · per user per month · annual billing
VAT basis not stated
Published starting rate; annual billing is typical. Enterprise capabilities and additional services need a quote; VAT basis not stated.
Check current price ↗Consider before choosing
- The published entry price is EUR, not a verified GBP tariff.
- Aino agents and external collaboration depend on edition or additional licensing.
- Aino has file-size/context and shared usage limits; confirm the required configuration.
Connected workflows
- Microsoft 365
- Microsoft Outlook
- Microsoft Teams
- SharePoint
- Adobe Acrobat Sign
- Reporting database
Confirm the integration's direction, permissions, plan and sync behaviour with the supplier.
BEHIND THE AI CLAIM
AI capabilities
Aino answers document questions, summarises content and supports extraction agents.
Documented capabilities
- Grounded document questions and summaries
- AI classification and metadata extraction
Plans, limits & questions
- Enterprise and add-on entitlements vary by feature.
- Shared monthly usage limits apply; long files may exceed context limits.
- Multi-document or vault-wide analysis can require additional configuration.
Feature-by-feature evidence
Document Management — 20 scored checks
| Capability & demo question | M-Files80–100/100 documented fit |
|---|---|
Core workflowScanning and bulk document capture5.0 points availableAsk in the demoImport a paper scan and a batch of existing files. | ✓ Supported Capture files and mobile photographs into managed documents. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowEmail and attachment filing5.0 points availableAsk in the demoStore an email and its attachment in the appropriate document context. | ✓ Supported Outlook integration connects emails with business records. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowStructured document metadata5.0 points availableAsk in the demoTag a document by supplier, project or case and retrieve it using those fields. | ✓ Supported Metadata links documents to business objects and context. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowFull-text and metadata search5.0 points availableAsk in the demoFind a document from a phrase inside it and a structured metadata filter. | ✓ Supported Search content and document metadata. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowDocument version history5.0 points availableAsk in the demoEdit a document and recover or compare the previous version. | ✓ Supported Version history and comparison track document changes. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowDocument approval workflows5.0 points availableAsk in the demoRoute a draft to a reviewer and show the approved state. | ✓ Supported Workflows include approvals from desktop and mobile. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowMobile document access5.0 points availableAsk in the demoFind and review a permitted document from a phone. | ✓ Supported Mobile document access and approval are documented. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthGranular document permissions5.0 points availableAsk in the demoGive one user read access and another editing rights to the same record. | ✓ Supported Access rights control documents and business information. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthUser activity audit trail5.0 points availableAsk in the demoInspect a document's access or change history with user and time information. | ✓ Supported Audit functionality is included; extended export requires Enterprise. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthCheck-out or controlled concurrent editing5.0 points availableAsk in the demoHave two users edit the same file and show how conflicting work is handled. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
Workflow depthAutomated retention or deletion rules5.0 points availableAsk in the demoConfigure a document lifecycle rule and show what triggers removal. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
Workflow depthDocument redaction or masking5.0 points availableAsk in the demoHide sensitive document content and inspect what a recipient can retrieve. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
Workflow depthExternal document sharing5.0 points availableAsk in the demoShare a controlled document with a client or supplier. | ✓ Supported M-Files Hub supports external collaboration; licensed separately. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthOffice document integration5.0 points availableAsk in the demoSave or edit a document from an existing Office workflow. | ✓ Supported Office and Microsoft 365 integration support document work. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthElectronic-signature workflow5.0 points availableAsk in the demoSend a document for signature through a documented integration. | ✓ Supported Electronic signing is supported within document workflows. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthStructured data export or API5.0 points availableAsk in the demoExport document metadata or retrieve it through a supported integration. | ✓ Supported Reporting database exports metadata; separate licensing may apply. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthWorkflow deadlines and exceptions5.0 points availableAsk in the demoHandle an overdue review or exceptional approval route. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
AIAI document classification or extraction5.0 points availableAsk in the demoClassify a sample document or extract its fields using AI. | ✓ Supported Aino agents classify and extract metadata; Enterprise entitlement. 5.0 / 5.0 pointsEvidence ↗ |
AIAnswers or summaries grounded in documents5.0 points availableAsk in the demoAsk an AI question about stored content and inspect the answer's document basis. | ✓ Supported Aino answers from documents and exposes supporting citations. 5.0 / 5.0 pointsEvidence ↗ |
AIAI permissions and data controls5.0 points availableAsk in the demoShow what content AI may access and the documented treatment of prompts and files. | ✓ Supported Aino respects permissions; documentation describes model-data protections. 5.0 / 5.0 pointsEvidence ↗ |
“Not verified” means the recorded evidence does not settle this specific check. It does not mean the feature is absent. Read the scoring method.